Hi5 Logistics Sp. z o.o. with its registered office in Gdańsk (80-298) at ul. Azymutalna 9 (hereinafter: “Company”) attaches particular importance to respecting the privacy and protection of personal and non-personal data of natural persons, in particular its customers, contractors, associates, their representatives or agents, as well as users visiting or using the website https://hi5-logistics.pl (hereinafter: “Website”).
When processing the data, the Company takes particular care to ensure that the processing is carried out in accordance with the law and in compliance with the rights and interests of the data subjects. In particular, the Company ensures that it collects data for specified, explicit and legitimate purposes and does not further process them in a way incompatible with those purposes; that the data processed are adequate, relevant and limited to what is necessary for the purpose for which the data are processed; that the data are accurate and updated as necessary; and that they are kept in a form that allows the identification of the data subject for no longer than is necessary for the purposes for which the data are processed.
Identity and contact details of the controller
The controller of personal data is Hi5 Logistics Sp. z o.o. with its registered office in Gdańsk (80-298), ul. Azymutalna 9, KRS 0000902182, NIP 9571097747, REGON 368196883, www.hi5-logistics.pl, e-mail: firstname.lastname@example.org.
Purpose, scope and legal basis of the processing of personal data
In each case, the specific purpose, the scope of the data processed and the legal basis for the processing are determined by the factual circumstances in which the Company becomes the controller of the personal data of the data subject. The processing of the data is primarily related to the data subject’s use of the services offered by the Company, the stay in the facilities managed by the Company, the sending of correspondence to us or otherwise contacting us, as well as the use of the Company’s fan page maintained on social media or the use of the Company’s Website.
The personal data administered by the Company may be processed in particular for the following purposes, in the scope and on the following legal bases:
for the purpose of concluding and performing contracts – the legal basis for the processing is the necessity of the processing for the performance of a contract to which the data subject is party or for carrying out pre-contractual measures at the request of the data subject (Art. 6(1)(b) of Regulation 2016/679);
for the purpose of complying with the Company’s legal obligations, in particular in the field of accounting and tax law, which involve the transfer of data to authorised authorities – the legal basis for the processing is the necessity of the processing for compliance with a legal obligation to which the controller is subject (Art. 6(1)(c) of Regulation 2016/679);
for the purpose of complying with the Company’s legal obligations, in particular the Labour Code, in relation to the application procedure (recruitment) – the legal basis for the processing is the necessity of the processing for compliance with a legal obligation to which the controller is subject (Art. 6(1)(c) of Regulation 2016/679);
for the purpose of carrying out the application procedure in relation to data which is not required by law and for the purposes of future application procedures – the legal basis for the processing is the data subject’s consent (Art. 6(1)(a) of Regulation 2016/679);
for the purpose of pursuing the legitimate interests of the Company, which consist in particular in the Company’s ability to establish or assert possible claims or to defend itself against such claims, to contact representatives of the Company’s contractual partners in the context of the ongoing performance of contracts concluded with them, to process correspondence addressed to the Company, to deal with complaints or to carry out direct marketing by the Company – the legal basis for the data processing is the necessity of the processing for the purposes of the legitimate interests pursued by the controller or by a third party (Art. 6(1)(f) of Regulation 2016/679).
For the purpose of concluding and performing contracts, the Company collects and processes in particular the following data of the contracting party, its representatives or their agents – first name, surname, company name, domicile/registered office/correspondence address (postcode, town, street, house number, addendum), tax number, REGON number, PESEL number, series and number of proof of identity (identity card/passport), contact data (telephone no., e-mail address), position, place of work, scope of duties.
For the purposes of fulfilling the Company’s obligations under the law, the Company collects and processes personal data in the scope that enables the Company to comply with these obligations. The scope of the personal data processed results either directly from the legal provisions or from the application of the principle of adequacy and minimisation of data processing in the context of the provisions imposing specific obligations on the Company.
For the purposes of carrying out the application procedure in respect of data not required by law and for the purposes of future application procedures, the Company processes personal data insofar as such data has been provided voluntarily by the data subjects.
For the purposes of pursuing legitimate interests, the Company collects and processes personal data in the scope that enables it to pursue these interests in compliance with the applicable legal provisions or the principle of adequacy and minimisation of data processing.
Recipients of data
Generally, we do not disclose personal data provided to the Company to third parties unless:
the data subject gives us the appropriate consent to do so;
the applicable legal provisions oblige the Company to provide personal data to the competent authorities or other bodies, e.g. law enforcement authorities, in connection with their proceedings;
in performing the tasks related to the processing of personal data, the Company engages subcontractors to whom it entrusts the personal data administered or processed by the Company for processing so that such entity assists the Company in performing a specific task.
- In particular, the Company may disclose personal data processed by it to entities providing services to the Company related to the processing of such data, in particular to employees or associates of the Company, entities providing IT systems and services, postal or courier service providers, entities providing legal, accounting, tax, debt collection or document archiving services.
The Company, when entrusting data to its contractors (data processors) for processing, entrusts the processing of data in accordance with the applicable legislation and always for the specified purpose and with confirmation that the data processor meets the conditions for the protection of personal data set out in the applicable legislation.
Within the scope of the data processing by the Company, the Company may transfer personal data to third countries (outside the European Economic Area) or international organisations. In the event of a transfer to a third country or international organisation, the Company will comply with all obligations under applicable law to ensure that such transfer meets the required standards of personal data protection.
Retention period for personal data
The Company retains personal data in a form which allows the identification of the data subject for the period necessary to fulfil the purposes for which the data are processed.
If the data subject withdraws consent to the processing of personal data, the Company retains the personal data until the notice of withdrawal of consent has been effectively served on the data subject and for the period necessary to comply with such a request, but no longer than 14 days after the service of the request.
The retention period for personal data may be extended by the Company in each case by the limitation period of claims if the processing of personal data is necessary for the Company to assert or defend against possible claims.
After the expiry of the limitation period, personal data will be retained by the Company only in the scope and for the period required by law, e.g. in the case of VAT invoices, data will be retained for 5 years from the end of the year in which the invoice was issued.
Rights of the data subjects
The data subject has:
pursuant to Art. 15 of Regulation 2016/679 – the right to obtain from the controller confirmation as to whether personal data concerning him or her are being processed and, where that is the case, access to that data;
pursuant to Art. 16 of Regulation 2016/679 – the right to rectification of personal data;
pursuant to Art. 17 of Regulation 2016/679 – the right to erasure of personal data (right to be forgotten);
pursuant to Art. 18 of Regulation 2016/679 – the right to obtain from the controller restriction of processing of his/her personal data, subject to the cases referred to in Art. 18(2) of Regulation 2016/679;
pursuant to Art. 20 of Regulation 2016/679 – the right to data portability;
pursuant to Art. 21 of Regulation 2016/679 – the right to object to processing of his/her personal data based on Art. 6(1)(e) or (f) of Regulation 2016/679;
if the processing is based on consent – the right to withdraw consent at any time without affecting the lawfulness of the processing carried out on the basis of consent before its withdrawal;
the right to lodge a complaint with the supervisory authority – which is, in the Republic of Poland, the President of the Personal Data Protection Office – when the data subject considers that the processing of personal data concerning that person violates the provisions of Regulation 2016/679.
Cookie files and usage data
The Company collects data in the logs of the Website and uses them exclusively for the administration of the Website and for analytical and statistical purposes.
The Company does not disclose any Website user data to third parties, except when the Company is obliged to disclose the data at the authorised request of authorities on the basis and in the manner prescribed by generally applicable laws.
The Website stores http requests directed to the Company’s server. The resources viewed are identified by URL addresses. A detailed list of data stored in the web server log files includes:
the public IP address of the computer from which the request originated (e.g. the user’s computer);
name of the customer’s station – identification carried out by the http protocol, if possible;
time of request arrival;
first line of the http request;
http response code;
number of bytes sent by the server;
the URL of a website previously visited by the user (so-called referrer link) – in the event that the Website has been accessed via a link;
information about the user’s web browser;
information about errors that occurred during the http transaction.
The above data will not be used to identify specific individuals.
The log files are stored by the Company indefinitely as auxiliary material for the administration of the Website. The Company uses log files for statistical or analytical purposes, among others, and the statistics generated do not contain any identifying characteristics of visitors of the Website.
In order to ensure the best possible functionality of the Website, the Company occasionally analyses log files in order to determine which pages of the Website are most frequently visited by users, which web browsers are most frequently used by users, or in order to identify and analyse possible Website errors.
Cookie files (so-called cookies) are small pieces of information in the form of text files that are sent by the Website’s server and stored on the user’s terminal device used to browse the Website.
The Website uses cookie files (so-called cookies) or similar types of technology for the purpose of displaying content and improving the quality of the services (so-called service cookies). Service cookie files can be, in particular:
user input cookies – cookie files that are session identifiers with data entered by the user for the duration of the session;
authentication cookies – cookie files used for services that require authentication for the duration of the session;
user interface customisation cookies – cookie files used to personalise the user interface, which are persistent and stored for the duration of the session as well as for some time after the session expires;
user centric security cookies – cookie files used to ensure user security, in particular to detect misuse of user authentication processes;
analytical cookies – cookie files used to monitor website traffic (e.g. data analytics on the use of the website, creation of reports and statistics on the functioning of the website, etc.).
The Website may also use marketing cookie files, which are usually files from external entities that cooperate with the Company. These files are used in particular to display advertising material on the Website, to track which advertisements have been displayed to the user (in order to avoid displaying advertisements again), to track the number of advertisements displayed, to track the user’s perception of products from the advertisements displayed to him/her, etc.
The Website also features social media plug-ins that link to the Company’s profiles and allow the Website user to connect to their social media channels. The social media plug-ins are activated when the user clicks on them. Until this point of time, no user data (including IP address) is sent by the Website to the social networks or the operators of these networks.
Generally, the storing of cookie files is the default setting of most popular web browsers (e.g. Chrome, Firefox, Internet Explorer, etc.). Each internet user has the possibility to change such default settings in his/her web browser, which results in limiting or disabling the use of such files on the user’s devices. However, complete deactivation of the storage of cookie files may adversely affect certain functionalities of the Website.
The laws in force in the Republic of Poland concerning the use of cookie files require the user’s consent. Such consent shall be actively given by the user of the Website at the beginning of the use of the Website. If the user does not agree to the use of cookie files on his/her devices, he/she may also actively change the settings of the web browser in this respect. Detailed information on cookie files and similar technologies is available, among others, here: https://wszystkoociasteczkach.pl/ and https://www.youronlinechoices.com/pl/.
- Within the Website, services from the following companies (Trusted Partners) are used or may be used. Data collected as part of the operation of the Website is processed within the scope of the services in an anonymised manner (so-called exploitation data) to generate statistics to assist in the administration of the Website and to provide users with relevant content.
- Google Analytics and Universal Analytics services provided by Google Inc. (registered address: 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA);
- Hotjar Limited (registered address: Level 2, St Julian’s Business Centre, 3, Elia Zammit Street, St Julian’s STJ 1000, Malta);
- Facebook (registered office address: Facebook Inc., 1601 S. California Ave. Palo Alto, CA 94304, USA);
- MailerLite (UAB MailerLite, J. Basanavičiaus 15, LT-03108 Vilnius, Lithuania).
- The provision of personal data by the data subject when using the Company’s services or products is voluntary. Non-provision of the data indicated as required shall result in the Company not being able to process such data for the purpose of concluding and fulfilling the contract.
- Personal data of agents or representatives of the Company’s contracting partners will be provided to the Company by their contracting partners.
- The Website may contain links to other websites or social media plug-ins. The Company is not responsible for the software, services, products, content or privacy policies, including the processing of personal data, on these websites or social media. We recommend that the user checks the privacy policies of other websites when visiting them.